ClockIt-Online User Guide

Transcription

1 ClockIt-Online User guide V5.4 Page 1

2 Content Purpose...4 Terminology...4 Logging in...5 Dashboard...6 Navigation...6 My account...8 Company duty roster...9 Open shifts...11 Prerequisite...11 Applying for an open shift...11 Approving an open shift application (Schedule managers only)...12 My duty roster...13 Synchronize your calendar with third party software...14 Requesting leave...15 Trading shifts...17 How does it work?...17 Creating a new shift trade...17 Shift trade market...21 Messages...22 Worked hours / Attendance...23 Prerequisite...23 Clock In / Out...24 Updating a clock in / out entry...24 More options...26 Updating a duty roster online...28 Terminology...28 Prerequisite...28 Creating a new duty roster...29 Modifying a sandbox duty roster...30 Options...33 Duty roster patterns...34 Page 2

3 How to create a pattern...34 How to use a pattern...34 Page 3

4 Purpose ClockIt-Online is a portal application set up for your team and allows you to consult your duty roster, request leave and to stay in touch with your colleagues and management. Terminology Role or Profile: Members can have different roles within ClockIt-Online, giving them access to modules. Roles are : User, Admin, Leave manager, Schedule manager, Attendance manager. Group: groups are used to create sub teams and assign responsibilities. By default everybody is assigned to the group Everybody. Security: Access to modules is role based. User: basic profile : can view duty rosters, request leave, send messages, create a shift trades. Leave manager: A leave manager is a user assigned with the responsibility to handle leave requests made by members of the group for which this person is assigned leave manager. A leave manager can approve / deny leave requests and manage the look & feel of the leave request module. Schedule manager: A schedule manager is a user assigned with the responsibility to handle the duty rosters for the members of the group for which this person is assigned schedule manager. A schedule manager can set up shift definitions and update the duty roster (for members within his group(s) ). Attendance manager: An attendance manager is a user assigned with the responsibility to manage the clock in / out entries for the members of the group for which this person is assigned attendance manager. An attendance manager can view and update the clock in / out entries. (for members within his group(s) ). File manager: A file manager is a user with special access rights in the file module. A file manager can manage files uploaded by members in the groups for which the user is file manager. Additionally, when folder security is set to selected groups, file managers of those groups will have read & upload access. Admin: by default linked to the address used to create the first account for your company / team. An admin is a user with access to the ClockIt-Online settings to customize the look & feel and to enable/disable modules for all members. An admin can add members and update their account. By default, the admin is schedule manager and leave manager for the group Everybody. Page 4

5 Logging in To log in to ClockIt-Online, your manager first needs to create an account for your address. When your account is created, you ll receive an containing your login info. Next, go to and log in using your address, password and click the Login button : In case you forgot your password, you can request a new one by clicking the I forgot my password link in the bottom left corner of the logon screen. You ll receive a new password by . Note: you can change your password after logging in at Page 5

6 Dashboard After logging in, you ll get your dashboard view : Here you ll get an overview of today s assignments, your agenda (upcoming shift(s) and meetings), status on leave requests and your team s forum. Navigation With the Module menu, located at the left, you can navigate through the different modules. Note: depending on the configuration by your ClockIt-Online admin, some modules might not be available. To go to a specific module, click on the menu, if applicable, a list of sub menus will be shown. If so, click on the sub menu to open the module At the top of this module, you ll find a few shortcuts to frequently used modules : Messages leave, Company calendar, Groups and Request. Page 6

7 At the right of the Module menu, you ll find the Settings menu, where you can see who has an account, consult groups and shifts. If you re a schedule manager, you also have access to the modify duty roster menu, where you can change and create a planning for your team. If you re an admin, you ll see the application setup menu, which allows you to set options applicable to all accounts. More to the right, you ll find the Todo menu, where you ll get notifications of new messages and depending your profile new to-do s like Leave requests to approve. Click on the item to open the menu, next, select the task to navigate to the corresponding page. In the top right corner, you ll find your profile settings and the option to synchronize your account with Google calendar, icloud, outlook, On the right side of the screen, near the top, you ll find the config & help menu. By clicking this menu, a panel will slide out, providing you with page specific options. In other words : the content of this menu will change depending the module you re using. Eg. When viewing your duty roster, in this menu, you ll find the detailed shift information. When requesting leave, you ll find a link to the leave settings (if you re the admin) Additionally, in this menu, you ll find the contact information to ClockIt-Online support. Page 7

8 My account To access your account, click on the menu on the right and select profile. Now you get following screen, in which you'll be able to update your password, address, etc and also update your mail subscriptions : Note: the admin is able to update your profile data, except for your password and mail subscription preferences. Note: you can see the profile and mail subscriptions of your colleagues by going to the members module and clicking on the name of the colleague for which you want to look up the details Page 8

9 Company duty roster By clicking on the company duty roster link in the menu, you ll navigate to the calendar view for your team/company. You can switch between day, week, next weeks, month views by clicking the corresponding button in the right corner, just above the calendar grid. To navigate to the next period, click on the arrow buttons on the left side of the screen. To navigate to an entire different date, click on the month in the header of the page, select a new date and press the OK button: Page 9

10 Limit the view (useful for larger teams/companies) by changing the group. This is done the same way as changing the date: click on the group name and select the new group : Click on the show button to show this view one time only. To remember the view and use this the next time you visit this module, chose show + save preference. Note: changing this will also apply the view on the dashboard calendar. Page 10

11 Open shifts Prerequisite The admin has to enable open shifts by going to application settings > Shift trading & Open shifts : Applying for an open shift To apply for an open shift, go to the company calendar module and find the shift you d like to apply for : Move the mouse cursor over the shift and press the apply button : Page 11

12 Pressing the apply button will result in a mail being sent to the person applying and to the schedule manager. The open shift will be assigned to the person applying once the schedule manager approves. Approving an open shift application (Schedule managers only) Click on the task menu > New open shift applications. Or go to the managers overview directly Here, you can approve / deny an open shift request. Upon registering, you can enter an optional comment which will be shown in the confirmation mail. Page 12

13 My duty roster With the My duty roster module, you ll get a personalized overview of your shifts, leave and meetings This module has the same behavior as the company duty roster. Additional feature here is that you can click on a day to add a meeting: Fill in all fields. In the participants & topics tab, you can add team members as participant. As result, they will also see the meeting appearing in their (personal) duty roster view. However, only the person who created the meeting is allowed to change it. (Modify the date, time, participants,..) To change a meeting, double click on it in the calendar view, to change the date or time, you can also click & drag the meeting to another location. Page 13

14 Synchronize your calendar with third party software To synchronize your duty roster (including shifts, leave and meetings), click on the synchronize link under your profile menu. ClockIt-Online offers integration with Google Calendar by push principle (you logon to Google and your duty roster is pushed to your Google Calendar). For this, click on the green Upload events to my Google Calendar button. ClockIt-Online also offers pull integration by means of ical feed (meaning third party software can request an update any 30 minutes to 24 hours without you having to log on). Ical is supported by most third party software, including outlook, thunderbird, icloud, Google calendar12. Please check the documentation of your client software on how to set up a calendar based on an ical feed. 1Google syncs ical feed every 1 to 48 hours.. this is a Google setting, ClockIt-Online can t change this interval. 2It s advised not to use the manual Google sync with the ical solution for Google Calendar : the result can be events will be shown multiple time in your Google Calendar Page 14

15 Requesting leave To request leave, select the corresponding item under Leave In the menu on the left side of the screen. To request leave, fill in all fields : Date from-until. Note: Depending on the settings saved by your admin, filling in the Time from-to can be mandatory or optional. Same applies to the Kind of leave : select the appropriate option in the drop down The content of this drop down is also managed by your admin. Finally, if you d like, add a comment and press the Next >> button. This way your leave request is registered, but not yet forwarded to your leave manager. On the next screen, an overview of your request is given. To submit your request, click the appropriate button or press cancel do dismiss the request. When you confirmed your leave request, an is sent to your leave manager and a to-do for the same is created. Your leave request remains in status Leave requested until your leave managers either approves or denies the request. When your leave manager updates your request, you ll receive a notification by mail. An overview of all your requests can be found in the menu Overview. Page 15

16 With this module, you ll find all your requests (default since beginning of last month up to end of next month) sorted on the status. As long as a leave request is not approved, you can cancel it without requiring any approval. Once approved, you can still cancel it, but your leave manager has to approve the cancellation. If denied, your leave request goes back to status accepted leave. Page 16

17 Trading shifts Note : Your ClockIt-Online admin can disable this module. If so, you won t find the Trade Shifts option in the menu. With the Trade Shifts module, you can suggest a shift trade with your colleagues. How does it work? Person A is assigned shift Morning on a certain date. Person A would like to take leave and needs to clear his roster for that day. Therefore, Person A creates a new shift trade and puts his Morning assignment on the market. Now, everyone who is assigned with the shift Person A is willing to trade for (if any) and everybody who is unassigned that day, will receive a notification, and can find the shift trade on the market, where one can suggest to trade shifts. Multiple colleagues can suggest to trade. Person A can decide which trade to accept. Note: Your ClockIt-Online admin can set the option to make final approval by a schedule manager mandatory. If so, after Person A accepts the trade, the schedule manager of Person A needs to approve the trade. Creating a new shift trade To create a new shift trade, start the trade wizard by clicking the New shift trade at the top right corner : Page 17

18 Next, select the shift(s) which you d like to trade. For each shift you select, a separate trade will be put on the market. Select the shift(s) by clicking the assignment. Ater selecting at least one shift, press the Next button to continue to the next page of the trade wizard : Here you can select the kind of trade you want to set up : 1. Trade your shift for another With this option you can specify the shift you want to trade for. 2. Trade part of your shift With this option you can ask colleagues to take up part of your shift. Ideal if you want to start a bit later or have to stop a bit sooner. 3. Trade your shift to clear your schedule Trade your shift with a colleague who doesn't have a shift assigned. This way you can clear your schedule. A colleague will take on your shift. On the next screen, you can select for which shifts you d like to trade (if any) and select the group(s) you d like to send notification of the trade. Depending on the selected option, the next screens will have a different content. Page 18

19 Trade your shift for another Select the shift(s) for which you want to trade. Note: only members of these groups that have the shift(s) assigned matching the selecting on this page. As well as members of these groups that are unassigned on the selected day will receive a notification. Trade part of your shift Here you have to specify how you want to split up your shift. The start and end hour of your shift are shown. Set the time to split the shift in two parts and select which of the two you'll take on. The other one will be put on the trade market. Page 19

20 Trade your shift to clear your schedule With this option you just put your shift on the market. Only colleagues without a shift scheduled on the selected day can apply to trade. Note: The date & time you can enter on this page is purely informative. The trade creator can mention a target date, time to indicate when he will decide which trade suggestion to accept. ClockIt-Online won t take any action based on the date, time mentioned here. Click the Next button to go to the last page of the wizard : On this page, verify the trade you re about to put on the market. If necessary, make adjustments by clicking the Prev button. When ready, click the submit trade request button to put the trade on the market. Page 20

21 Shift trade market Main view after clicking the option Trade shift in the menu is an overview of shift trades divided in to different tab sheets : Tab Available trades, tailored for me gives you an overview of the trades made by a colleague, on which you can apply (suggest to trade). Click on the Suggest to trade button if you re interested to trade shifts. Click on the Put on my watch list button if you want to keep track of this trade. Business rule: you only see the shift trades if the requested shift is assigned to you on the requested date or if you are unassigned on the requested day. Partly shift trade are visible to everyone of the selected groups, no matter their assignments. Tab My trades lists out all trades you created and for which you haven t accepted to swap shifts yet. As long as you haven t accepted to trade, you can remove your request from the market by clicking the cancel button. Tab My watch list contains all shift trades you ve indicated as interesting, by clicking the add to watch list button on the first tab. Tab My suggestions to trade give you an overview of all trade for which you applied, and for which the creator hasn t taken action yet. (he didn t decide yet whether or not to accept your trade). Page 21

22 Messages The messages module can be used to send a mail to your colleagues. When you send a message, it is both stored in the ClockIt-Online inbox of the recipients as well as send by . When Clicking on the Messages option in the menu, you go to your inbox. Click on the subject title to view the detail of the message: Behavior is like any mail software: you have an inbox, sent items, drafts and on the right you have a button to write a new mail : To write a mail, select either an individual recipient from the list or select a group for mass communication. Enter a subject & message and press the Send button in the upper right corner. When you receive a new mail, you ll get a notification of this in the upper right corner of ClockIt-Online: By clicking this link, you ll navigate to your inbox. Page 22

23 Worked hours / Attendance The Worked hours module can be used to registered worked time. Members will be able to clock in / out. This way managers can collect data on worked hours. Prerequisite In order to use the Worked hours module, the admin has to enable the module. (by default this module is enabled). For this, go to the application setup module, click on the tab Module settings, and check the box Members are allowed to use the Clock in/out module. (note : we ll get to the other settings in a bit) By checking this box, you ll see the menu Worked time appearing in the main menu. By unchecking this box, the Worked time menu will disappear. Page 23

24 Clock In / Out By clicking on button Clock in (1), you register the current time as start of your activity. Pressing the Clock out (2) button, you register the current time as end of your activity. During the day, you can press these buttons multiple times, according your company rules on eg. paid breaks. The entries are shown in the table, with the calculated worked time for that day : Note : IP address are saved to keep track from which device the clock in / out was made. Updating a clock in / out entry By default, members are allowed to change their clock in / out entries and to add a new entry (eg. in case they forgot to clock). Prerequisite The admin can disable this functionality by going to the application setup module, tab Module settings and uncheck the box Members are allowed to modify their clock in/out entries. : Page 24

25 In this case, the admin needs to give member(s) the role of Attendance manager, as only members with this role will be able to modify and add Clock in / out entries for members in their group(s). Modify a Clock in / out entry To modify an existing entry, you need to click on the entry. (notice the dotted line). This will lead you to a pop-up screen where you can adjust the time, or delete it. Note : removing or updating the entry will result in an automatic mail sent to all schedule and attendance managers of all groups of which this person is member of. Add a new Clock in / out entry To add a new clock in / out entry, click the purple button (3), after which following pop-up is shown : Here you can select the date and time as well as selecting whether the new entry is a clock in / out. Press the add button to confirm. Page 25

26 Note : Adding an entry will result in an automatic mail sent to all schedule and attendance managers of all groups of which this person is member of. More options Company clock in / out page he admin can choose to set up a company clock page by going to the application setup module, tab Module settings and clicking the button Go to the Clock in/out module.. This will open a new screen, with a company unique URL. This URL can be used on any device. You don t need to log on to have access to this page. Think of this module as a digital version of the punch card. Tip : have this URL open on a device close the the entrance of your building, floor,.. to make it easy for your staff to clock in / out. Note : IP address are saved to keep track from which device the clock in / out was made. To add additional security to your company clock in / out page, there are two options : you can either restrict access by managing allowed IP-addresses or by using a cookie. Restriction by IP-address : To restrict access, enter the IP-addresses (one per line) in the box. To know the IP-address of a device, open the settings page on each device and add it to the list. Press the green V button to save your changes. Note: if you re using dynamic IP addresses, it is possible you ll have to update these settings from time to time. Page 26

27 Restriction by Cookie : To restrict access, go to this page on each device on which access to the company clock in / out module is allowed and press the Drop a cookie button. This will save a cookie on the device. Note: this is not as secure as using IP addresses. Note: when cookies are cleaned up by the operating system, you ll have to perform this action again. Page 27

28 Updating a duty roster online Terminology Published duty roster: This is the duty roster visible to all members by viewing the company calender. For a given month, one can only have a single published duty roster. Sandbox duty roster: This is a non-published duty roster which a schedule manager can use to create (or modify) a duty roster. As long as the sandbox duty roster isn t published, the content of the roster is available for the schedule manager only. Multiple sandboxes for a given month and staff member can exist. Publishing a duty roster: By publishing a sandbox schedule, you ll overwrite the current company roster for the selected month, and you ll replace the content by the assignments in your sandbox schedule. Only staff members listed in your sandbox roster are updated. Prerequisite With ClockIt-Online you can modify duty rosters if you have the role of schedule manager. You can only create a duty roster for staff member which are part of the group of which you are schedule manager. Visit the group settings to learn for which group(s) you are schedule manager: Page 28

29 Creating a new duty roster To create a new duty roster, click on the Modify duty roster link in the menu. This will lead you to a month selection screen: Here, click on the month you d like to schedule. Note: if you re scheduling this month for the first time, and no public sandbox rosters are available, you ll navigate directly to a new duty roster view. In case a sandbox schedule is already available, you ll first get an intermediate screen where you can either reopen an existing, or choose to create a new roster. Finally, you ll get a similar screen like below, where you have to select at least one group (for which you are schedule manager) Press the Add group button to start scheduling. Page 29

30 By default, the current assigned shifts are automatically loaded : Now you can start scheduling. Remember, what ever you do here is not visible to your staff until you publish this duty roster (see below) Modifying a sandbox duty roster Adding a new assignment To add an assignment, find the row listing the staff member (on the left) and find the day (in the header row). Click the appropriate cell: and choose the shift to assign in the drop down Press the Assign button to assign this shift to the selected staff member on the selected date. Next press the cancel button or press the esc key to close the assign screen. Options when assigning: Comment: fill in a comment, which will be indicated as a red triangle in the upper right corner of the assignment. When moving your mouse pointer over this, you ll see the comment. Note: this comment is also copied to the published duty roster. Settings: here you can set whether only one shift a day is allowed, whether to schedule weekends etc. Note: settings are remembered for the next time. Page 30

31 Adding multiple assignments If you want to assign the same shift for multiple days, select the range by clicking the first day and dragging the mouse pointer to the last day : After releasing the mouse button, you ll get the same Shift assign window as when assigning a single day. So, select the shift, press the Assign button and the selected range will be scheduled with this shift, taking your settings (eg no weekends) in to account : Move an assignment To move an assignment (between days or staff members), double click and hold the mouse button on an assignment, and drag it to the new place : Here, release to mouse button to move the assignment Page 31

32 Copy an assignment To copy an assignment (between days or staff members), first, hold the CTRL key on your keyboard, next double click and hold the mouse button on an assignment, and drag it to the new place : Here, release to mouse button to copy the assignment. Copy an assignment to the right If you already added an assignment and want to repeat that assignment for the upcoming days for the selected staff member, move your mouse pointer to the right side of the assignment till your mouse pointer changes into Next, click the mouse button and drag the assignment to the right, release the mouse button when the desired range is selected. Also here, the settings (like no weekends) are taken in to account. Delete an assignment Option 1 To delete all assignments for a given member on a given day, click the corresponding cell, or any shift within, to display the Shift Assign screen, next press the Clear day button: Delete an assignment Option 2 To delete a specific assignment, hover over the assignment until the comment field is shown, here click the delete link: Page 32

33 Replace an assignment with another shift To replace an assignment, just click on it and select another shift from the drop down, press the Assign button and the original assignment is replaced. Options The option menu allows you to Add members (of groups for which you are schedule manager) Show the current published schedule (as reference to what s changed) Make your schedule public or private (are other schedule managers allowed to use your sandbox schedule) Publish your sandbox schedule (so staff members are able to view the duty roster) Delete this sandbox schedule (without effect to your already published schedule) To give a name to your sandbox schedule Show the current published schedule This option allows you to visually compare your sandbox schedule with the latest published schedule to verify or see what s been changed: (Above you can see the assignment on Sunday 11 th is removed in the sandbox and shifts from 14 th onwards have been assigned.) Make your schedule public or private This is useful if there are multiple schedule managers for the same group. By making your sandbox schedule public, other schedule managers (any!! schedule manager) can use (and publish) your sandbox; Publish your sandbox Once your duty roster is ready, you ll need to publish it in order for your staff members to see the new/updated roster; To do so, click the Publish button. Page 33

34 Duty roster patterns A duty roster pattern contains a list of assignments for given staff members on given days. A pattern always contains 7 week days. You can use a pattern to quicky create a new schedule. How to create a pattern To create a new duty roster pattern, open/create a sandbox schedule and go to weekview Update your duty roster if needed, next in the side menu click on Save these assignments as pattern. On the popup screen, enter the name of the pattern and a description and press the save pattern button How to use a pattern Use the pattern wizard to apply a saved patterns on a new duty roster. You can find the wizard on the New duty roster module. (see page 29). On this page, click on the Pattern Wizard link : This will lead you through a process to set up your new schedule. On the first page, set the range for your new duty roster and make a pattern combination : delete the patterns you don't want to use (click on the X ) or duplicate one (click on the + ) if you want to use it multiple times. Click the next button if all is set. On the next screen, you get an overview of the sandbox schedules which are created, based on your settings on the previous screen. You can click on the view this sandbox link to verify the dutyroster. You can also choose to delete the ones you don't need, or you can publish the ones you need. Ofcourse you can update the sandbox schedule before publishing. Page 34